USG Comprehensive Administrative Review (CAR) · Project Background USG Board of Regents Chancellor...
Transcript of USG Comprehensive Administrative Review (CAR) · Project Background USG Board of Regents Chancellor...
USG Comprehensive
Administrative Review (CAR)
Town Hall SessionsAugust 7th and 8th
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Project Background
USG Board of Regents Chancellor Wrigley announced a system-wide initiative focused on improving administration through
• creating efficiencies,
• streamlining processes and
• finding ways to be more effective with USG resources.
Comprehensive Administrative Review
USG CAR
April 2017
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Why Now?“Higher education has undergone fundamental changes in who enrolls
and why, how instruction is delivered, and how it is paid for. We must
ask ourselves: Are we positioned to meet the challenges of today, and
are we preparing for those of tomorrow?
The time is right for the University System to look in the mirror. A
comprehensive examination of how the System and the institutions are
administered in light of the new realities in higher education will help
ensure we are fulfilling our mission today and tomorrow.”
– Chancellor Steve Wrigley
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USG CAR Objectives• Develop model organizational structures and processes that
will consistently enhance our ability to further the teaching,
research, and service the mission of the University system
• Develop and implement a 21st century operational model in a
multi-campus, diverse University system
• Identify recommendations that would enhance administrative
effectiveness, efficiency, and execution at all levels of the
organization
• Identify administrative cost savings that can be redirected into
the System’s core functions of teaching, research, and service
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USG’s CAR Steering Committee
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Project Information & Background
• Phase I - Fall ‘17– 6 institutions + the USG Offices
• Phase II – Spring ’18– 20 institutions
– AU and AU Health are included in second phase
• Huron Consulting Group is supporting the project
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Project Timeline – Phase 2 Institutions
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© 2017 HURON CONSULTING GROUP INC.
= Ramp-up, Opportunity
Survey, Activity Assessment
= On-site interviews and focus-
groups
Phase II of the CAR project includes the remaining 20 USG institutions and is scheduled to conclude in early 2019. The
institutions scheduled from April to August are displayed on the timeline below.
Kickoff
Assessment
Data Collection & Analysis
Assessment & Analysis
Interviews & Focus Groups
Report Development &
Confirmation
Project Approach – Institution Engagement
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INSTITUTIONAL ENGAGEMENT PROCESS
Review process, set
expectations, initiate
project
Activity Assessment &
Opportunity Identification
Survey to be deployed at
each institution to
specific audiences
Work with System
Office and Data
Coordinator at each
institution
Invitations for
interviews and focus
groups will be sent by
local leadership/project
coordinators at each
institution
Institution-level reports
will be vetted with local
leadership to confirm
accuracy of findings and
recommendations before
presentation to other
project governance
On-Campus, In-Person
Primarily Off-Site
Key
© 2017 HURON CONSULTING GROUP INC.
www.usg.edu/adminreview
Project Approach – Institution Engagement
• Setup Local Team
• Begin broad communications
• Finalize schedule
9www.usg.edu/adminreview
AU-CAR Team
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AU-CAR Website Launched
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AU CAR Timeline – Fall 2018
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Data Collection
6/20 – 8/15
Opportunity Identification Survey
8/7 – 8/17
Activity Assessment Survey
8/20 – 9/21
Huron Onsite
9/4 – 10/5
Huron Report to Executive Cabinet
Local Team Reviews/Provides Feedback
10/18 – 11/8
Official Report Received & Response Phase Begins
11/21
July 11 – Official Kick Off with USG Leadership Visit
Project Approach – Data Collection
•Facts
• extracted from
institutional
information systems
• collected from across
campus
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© 2017 HURON CONSULTING GROUP INC.
www.usg.edu/adminreview
Project Approach – Employee Assessments
Two Employee Surveys (Tailored for AU)
1. Opportunity Identification (Aug 7th – Aug 17th)
2. Activity Assessment – Part 1: Employee (Aug 20th – Sept 5th)
– Part 2: Supervisor (Sept 12th – 21st)
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Opportunity Identification Survey
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Survey Objectives
Survey Participants (~1,000)
© 2017 HURON CONSULTING GROUP INC.
• Managers w/ at least 40% admin duties
• Faculty w/ at least 25% administrative
duties
• University Faculty Senate
• Employee Advisory Councils
• Student Leaders (SGAs)
Identity Functions
• Best in Class
• Have Room for Improvement
Individual responses to the survey
will be confidential and presented
only in summary.
Starts: 8/07/18
Closes: 8/17/18
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1. Participant background
Best-In-Class
Room-for-Improvement
Cross-Institution/Region/Sector/System Opportunities
Individual responses to the survey will be confidential and presented only in summary.
© 2017 HURON CONSULTING GROUP INC.www.usg.edu/adminreview
Opportunity Identification Survey
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1. Participant background
2. Select up to three
functions with ‘Best-in-
Class’ operations
3. Select the processes
and services that work well 4. Select specific attributes
Best-In-Class Illustrative
Room-for-Improvement
Cross-Institution/Region/Sector/System Opportunities
1. Enhanced by technology or system
integrations
2. Required approvals are appropriate
3. Consistent, clear policy and
procedural guidance
4. Strong cross-functional collaboration
5. Appropriate levels of ‘central’
oversight
6. Documentation is robust and user-
friendly
7. Excellent customer service
Best-In-Class Process Evaluation
Elements:
Individual responses to the survey will be confidential and presented only in summary.
© 2017 HURON CONSULTING GROUP INC.www.usg.edu/adminreview
Opportunity Identification Survey
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.Libraries
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.Libraries
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.Libraries
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.Libraries
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.LibrariesSelect 5
15.Marketing & Communications
16.Purchasing & Travel
17.Research Administration (Pre/Post Award)
18.Revenue Cycle (Patient Accounting)
19.Safety & Risk Management
20.Patient Access & Care Services
21.Student Life & Services
22.Regulatory, Compliance, and Legal
Services
23.Organizational Effectiveness/
Improvement
24.Online and Professional Education
Program Development and Support
25. Intellectual Property, Partnerships and
Economic Development
26.External Relations
27.Other
Opportunity Identification - Processes
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1. Academic/Clinical Support
2. Senior Administration
3. Auxiliary Services
4. Internal Audit
5. Enrollment Mgt & Financial Aid
6. Facilities, Assets, and Space
Management
7. Fiscal/Accounting Operations (Excludes
Purchasing, Travel & Revenue Cycle)
8. Health Information Management (HIM)
9. Budget
10.Fundraising, Advancement, &
Development
11.Human Resources, Payroll, & Benefits
12. Information Technology
13. Institutional Research & Decision
Support
14.LibrariesSelect 5
1. Enhanced by technology or system integrations
2. Required approvals are appropriate
3. Consistent, clear policy and procedural guidance
4. Strong cross-functional collaboration
5. Appropriate levels of ‘central’ oversight
6. Documentation is robust and user-friendly
7. Excellent customer service
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1. Participant background
2. Select up to three
functions with ‘Best-in-
Class’ operations
3. Select the processes
and services that work well 4. Select specific attributes
Best-In-Class Illustrative
10. Review Summary
Results and Submit
5. Select up to three
functions with ‘Room-for-
Improvement’
6. Select the processes
and services that do not
work well 7. Select specific attributes
Room-for-Improvement
8. Select functions with
opportunity
9. Provide additional
information
Cross-Institution/Region/Sector/System Opportunities
1. Enhanced by technology or system
integrations
2. Required approvals are appropriate
3. Consistent, clear policy and
procedural guidance
4. Strong cross-functional collaboration
5. Appropriate levels of ‘central’
oversight
6. Documentation is robust and user-
friendly
7. Excellent customer service
1. Lack of technology or system
integrations
2. Complicated or inefficient approval
process
3. Inconsistent/Unclear policy and
procedural guidance (Phone/Email
Communications)
4. Barriers to cross-functional
collaboration
5. Ineffective ‘central’ oversight
6. Documentation is limited or not user-
friendly
7. Poor customer service
Room-For-Improvement Process
Evaluation Elements:
Best-In-Class Process Evaluation
Elements:
Individual responses to the survey will be confidential and presented only in summary.
© 2017 HURON CONSULTING GROUP INC.www.usg.edu/adminreview
Opportunity Identification Survey
Activity Assessment – 8/20/18 – 9/5/18Objectives, Participants & Functions
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Assessment Objective• Collect effort (FTE) allocated to in-scope
administrative support functions and
other activities to support comparative
benchmarking and analysis across
departments, schools/colleges, and
institutions
Activity Assessment Functions
1. General Administration, Management, & Support
2. Academic and/or Clinical Administrative Support
3. Finance – General Finance, Accounting, & Budgeting (Non-Grant
Related)
4. Finance – Procurement & Travel & Expense
5. Revenue Cycle (Patient Accounting)
6. Health Information Management (HIM)
7. Pre-Award Administration
8. Post-Award Administration
9. Human Resource Management (Including Benefits & Payroll)
10. Communications & Events
11. Information Technology
12. Auxiliaries
13. Compliance & Audit
14. Enrollment Management
15. Patient Access & Care Services
16. Facilities Management & Operations
17. Alumni Affairs / Development / Advancement
18. Institutional Research, Planning, & Analysis
19. Libraries
20. Academic Affairs & Professional Education
21. Student and Campus Services
22. Board Support & Engagement
23. Legal Affairs
24. Intellectual Property & Economic Development
25. External Relations
26. Other
Audience/Scope • Huron has worked with AU leadership to
ensure that this assessment be taken by
individuals with broad administrative
duties.
• Those positions with little administrative
duty will be excluded from this
assessment.
© 2017 HURON CONSULTING GROUP INC. www.usg.edu/adminreview
Activity Assessment
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1. Confirm
Employee
Information
2. Select
Applicable
Functions
3. Estimate
Time Spent In
Each
Functional Area
4. Allocate
Estimated Time
Across Specific
Activities
5. Review
Summary
Results and
Submit
Staff Activity Assessment
• Name
• Title
• Unit / Department
• FTE
• Supervisor
• Supervisor Email
Includes in-scope functions
(subset below):
1. General Administration,
Management, & Support
2. Academic Administrative
Support
3. Finance – General Finance,
Accounting, & Budgeting
(Non-Grant Related)
4. Finance – Procurement &
Travel & Expense
5. Pre-Award Administration
6. Post-Award Administration
7. Human Resource
Management (Including
Benefits & Payroll)
8. Communications & Events
9. Information Technology
10.Auxiliaries
11.Enrollment Management
12.Facilities Management &
Operations
1. General Administration,
Management, & Support
2. Finance: Procurement and
Travel & Expense
3. Human Resources
Management (Incl. Benefits
& Payroll)
4. Communication & Events
5. Enrollment Management
1. General Administration,
Management, & Support
• General Department
Support
• Student Management
• Staff Management
• Meetings and
Collaboration
• Professional Development
& Training
• Project Management
• Other
Illustrative
The Activity Assessment will be administered using the Qualtrics survey tool. Time to
complete the assessment will vary based on the number of functions an individual selects to
allocate their time.
6. Supervisor
Review
(See Next Slide)
© 2017 HURON CONSULTING GROUP INC.
Sample Selections
www.usg.edu/adminreview
Activity Assessment Supervisor Review
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During the validation period, supervisors will review and confirm their staff’s
responses through a separate tool and will be notified by email when their report’s
assessments are ready for review.
Supervisor Review
1. Review
Consolidated Report
of Responses from
Employees
2. Add Comments
and/or Make Changes
to Allocations
3. Submit Final
Report to CAR
Project Team
Guidelines for Supervisors:
• This is not:
• an evaluation of performance or a classification or compensation review
• designed to mirror your employee’s job description; only to highlight administrative functions
• Before changing employee responses,
• we expect you to communicate with your employees if you feel like the survey is not an accurate
picture of what you think their daily job entails
• Only change responses that you know to be incorrect or misinformed to improve the accuracy of
the data collected© 2017 HURON CONSULTING GROUP INC.
Updated 3/20/18
Activity Assessment - SUPERVISOR REVIEW
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© 2017 HURON CONSULTING GROUP INC.
Supervisors will access an online application to review, update (if needed), and validate
employee submitted hours. Instructions and supporting documentation will be provided to
supervisors in advance of the review period.
Name: Sample, Joe Title: Testing Department: Supervisor Review
Sample, Joe
Sample, Jane
Sample, JeffSupervisor
ReviewSupervisor
ReviewSupervisor
Review
Time Allocation
Employ
ee
Reporte
d (Hrs.)
Supervisors will see
a list of their
employees here and
select one to view
an individual’s report
Supervisors will
review and make
updates to time
allocations
If changes were made, Supervisors
will be required to add a note to
provide justification/rationale for the
adjustment before clicking “Submit.”
1 2
3
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© 2017 HURON CONSULTING GROUP INC.
Expanded View
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PREPARING FOR THE ACTIVITY
ASSESSMENT
How Employees Can Prepare
Use the Activity Assessment Catalog as a tool to:
1. Get familiar with the Functions and Activities that will be
in the online tool – remember these are not formally
aligned with Units / Departments
2. Document the hours or percent of time spent in each
area (think of the average over a year’s time)
3. Engage in dialogue with supervisor about how the
assessment will be completed (in advance of
completing it online)
4. Reach out with any questions or concerns to the points
of contact to the AU-CAR team
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© 2017 HURON CONSULTING GROUP INC.
On-Campus Focus Groups & Interviews
• To more thoroughly explore the results of the Activity Assessment
Survey and Opportunity Identification Survey
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Assessment Objective To further evaluate and expand
upon initial survey analyses,
Huron will be present on
campus to gain additional
insight into campus operations
through focus groups and
individual interviews
Audience/ScopeBoth the activity assessment and
opportunity activity survey will inform
the potential list of interviewees. In
addition, Huron will interview groups
that AU leadership has identified. Focus
group topics and composition will vary
based on survey findings and institution
leadership; groups may include
school/college business officers, faculty
department chairs, student government,
etc.
Report Development/Confirmation
• Huron will present the draft report to the AU Executive
Cabinet
– Local team will provide feedback on errors/corrections
• Huron will amend institutional report (as appropriate) and
submit it officially
• AU official report response phase will begin
– Actions will be determined by AU Leadership
– President Keel will provide USG AU’s response to Huron’s
institutional report
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Next Steps
• Today’s PowerPoint will be loaded on the AU-
CAR website
– Visit http://augusta.edu/president/adminreview
• Opportunity Identification Survey
– Begins Aug 7th
– Training Placeholder
• Activity Assessment Survey
– Begins Aug 20th
– Training Placeholder
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FAQs and additional information can be
found on the AU CAR Project Website:
www.usg.edu/adminreview/
www.augusta.edu/president/adminreview/
Contact the project team at
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Town Hall Q & A
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